STATE OF NORTH CAROLINA)OFFICE OF THE COMMISSIONERS

)STOKES COUNTY GOVERNMENT

COUNTY OF
STOKES)DANBURY, NORTH CAROLINA

)SEPTEMBER 8, 2003

The Board of Commissioners of the
County of Stokes, State of North Carolina, met in regular session at the
Mountain View Community Building – Slate Road, in King, North Carolina, on
Monday, September 8, 2003, at 7:00 pm

with the following members
present:

Chairman
Sandy McHugh

Vice-Chairman
John Turpin

Commissioner
Howard Mabe

Commissioner
Leon Inman

Commissioner
Joe Turpin

Darlene
Bullins, Clerk to the Board

Chairman McHugh called the meeting to order.

Commissioner Mabe delivered the invocation.

GENERAL
GOVERNMENT-GOVERNING BODY-PLEDGE OF ALLEGIANCE

Chairman McHugh opened the meeting by inviting the citizens
in attendance to join the Board with the Pledge of Allegiance.

GENERAL
GOVERNMENT –GOVERNING BODY-APPROVAL OF MINUTES

Chairman McHugh entertained a motion to approve or amend the
minutes of the August 25th meeting.

Commissioner Joe Turpin moved to approve the minutes of the
August 25th meeting.

Vice Chairman John Turpin seconded and the motion carried
unanimously.

PUBLIC
COMMENTS

There were no public comments.

GENERAL
GOVERNMENT –GOVERNING BODY – RED CROSS -RESOLUTION

Chairman McHugh presented the Resolution of Gratitude to the
American Red Cross For Its Contributions to the Emergency Operations for the
recent $500 donated for theStokes
County Emergency Operations Center for the Board’s consideration.

Chairman McHugh moved to approve the Resolution of Gratitude
to the American Red Cross For Its Contributions to the Emergency Operations for
the recent $500 donated for the Stokes County Emergency Operations Center.

Commissioner Mabe seconded and the motion unanimously.

Mr. Tom Dunn, Northwest Piedmont
Chapter of the American Red Cross, accepted the Resolution on behalf of the
American Red Cross.

RESOLUTION OF GRATITUDE

TO THE AMERICAN RED CROSS FOR ITS CONTRIBUTIONS
TO THE

EMERGENCY OPERATIONS CENTER

WHEREAS, The American Red Cross has
been a loyal and helpful partner in developing an Emergency Operations Center

for Stokes County; and,

WHEREAS, The American Red Cross has
donated $500 to the Stokes County Emergency Operations Center; and,

WHEREAS, Stokes County is extremely
appreciative of The American Red Cross’ commitment of time and

resources to the Stokes
County Emergency Operations Center and is grateful to The American Red Cross

for it’s involvement and
loyal attendance of LEPC meetings, now

THEREFORE, Be it Resolved that, the Stokes County Board of
Commissioners do hereby acknowledge

The American Red Cross’ contributions to the Stokes
County Emergency Operations Center and extend

our sincere appreciation for The American Red Cross’
continued cooperation and commitment to seeing

this project through to completion and
implementation.

Adopted this 8thday
of September 2003.

___________________________

Sandy
McHugh

Chairman

__________________________

Darlene Bullins

Clerk to the Board

EMS Director Ricky Tuttle also acknowledged the
contributions made by the American Red Cross and the continuous service given
to those who need help by the American Red Cross.

GENERAL
GOVERNMENT – LEPC/EOC – UPDATE

EMS Director Ricky Tuttle presented an update to the Board
concerning the following:

EOCenter – Primary wiring is completed and telephone is
scheduled for next week. Information System is scheduled to complete network
capabilities after telephone service is completed.All should be completed within (30) thirty days.A concept for placement

of Emergency Management/Services and Fire Marshal offices
has been submitted to an architect for review and cost estimates.Suggestions and cost estimates should be
available within a couple of weeks.

EMS Director Tuttle presented the Board with the following
detailed listing of Grants that have been approved or pending and are
administered by Emergency Management:

Grants

Administered
by Emergency Management

Title

Amount

Hazard Mitigation Planning Grant

$13,093.00

Department of Justice Grant - F/Y 2002

$12,263.00

(equipment)

$1,205.00

(exercises)

sub
total

$13,468.00

Emergency Operations Multi-Hazard Plan Grant

$28,140.00

Emergency Operations Center Grant

$1,912.00

Emergency Operations Performance Grant F/Y 2003

$9,004.53

Emer. Operations Performance
Grant F/Y 2003 (supplemental)

$10,809.00

sub
total

$19,813.53

Department of Homeland Security F/Y 2003 - Part I

$41,885.00

(equipment)

$7,548.00

(exercises)

$2,513.00

(training)

sub
total

$51,946.00

Department of Homeland Security F/Y 2003- Part II

$124,000.00

(pending)

Community Emergency Response Team

$3,000.00

(pending)

Total

$255,372.53

EMS Director Tuttle concluded that all grants being funded
were non-matching-no County funding.

GENERAL
GOVERNMENT –GOVERNING BODY – BIG SWEEP DAY 2003 -RESOLUTION

Chairman McHugh presented the Resolution of Board of
Commissioners of Stokes County Declaring September 20, 2003 as Stokes County
Big Sweep 2003 Day for the Board’s consideration. (Soil Conservationist Tech
Sara Jo Durham was unable to attend

due to a scheduling conflict.)

Commissioner Mabe moved to approve the Resolution of Board
of Commissioners of Stokes County Declaring September 20, 2003 as Stokes County
Big Sweep 2003 Day.

Vice Chairman John Turpin seconded and the motion carried
unanimously.

A RESOLUTION OF BOARD OF
COMMISSIONERS

OF STOKES COUNTY

DECLARING SEPTEMBER 20, 2003
AS

STOKES COUNTY BIG SWEEP 2003
DAY

WHEREAS, water is basic and
essential need for all life; and,

WHEREAS, Stokes County is
rich in natural resources and beauty, and

WHEREAS, trash fouls our
waterways as well as our landscapes, and,

WHEREAS, every citizen should
contribute to keeping our environment clean and healthy by working together

to preserve clean water
and the natural beauty of our surroundings; and,

WHEREAS,N.C.
Big Sweep is a statewide community effort to retrieve trash from North
Carolina’s waterways

and landscapes,

NOW, THEREFORE, BE IT REVOLVED,
that the Board of Commissioners of the County of Stokes,

do hereby declare September
20, 2003 as STOKES COUNTY BIGSWEEP 2003 DAY, and does further

hereby urge every citizen
to do his or her part to restore the beauty and function of our streams by
volunteering

to participate in the BIG SWEEP event.

Adopted this 8th day of September,
2003.

­­­­­­­­­­­­­­­­­­­­­­­­­__________________________________

Sandy McHugh, Chairman

ATTEST:

__________________________

Clerk of the Board

GENERAL
GOVERNMENT –SOCIAL SERVICES – STAFFING REQUEST

DSS Director Jan Spencer presented a request from the Stokes
County Social Services Board for consideration of all staff that had been
eliminated from the Social Services Department.

Director Spencer explained the following priorities and the
amount of County funding needed:

Running total of County $

POSITIONS NEEDED AT DSSListed
in order of priority

Each worker has
approximately 567 cases. These cases include long-term care cases, which, if an
error is made, could cause Medicaid dollars to be misspent. A typical long-term
care case could spend $3,000 per month in Federal, State, and county dollars. I
am requesting an IMC III position, which could carry a reduced caseload and act
as a lead worker.A lead worker is
needed to keep abreast of the changes in the Medicaid program and to provide
training to both new and current employees. This would reduce the caseload from
567 to 483 cases per worker. A comparison of surrounding counties revealed an
average caseload of 235 cases per worker.

Currently, the agency has (131)
open child abuse/neglect cases.Of
these cases, (100) are open for investigation and (31) are open for case
management (these are cases which have been substantiated for either abuse,
neglect, or dependency). We have had difficulty keeping staff in these
positions due to the ability of surrounding counties to pay higher wages.Turnover rate since 7/02 is 50%. The
retention incentive is helpful in some cases, especially those staff that have
chosen to stay at DSS. The state standards for child welfare are as follows:

No more
than 12 cases per investigator

No more
than 12 cases per case manager

At this time, we have(2) investigators, (2) case managers, and
(1) Intake worker.The caseload for
investigators is (50) and the caseload for case managers is (16). The intake
position has had to assist the investigators. This is very dangerous for the
children of Stokes County!I believe
that (1) Social Worker III to do investigations will greatly impact this
situation. Last year, this unit investigated 655 children alleged to be abused
or neglected.

3.

County $

$49,583

Family & Children’s Medicaid Worker (IMC III)
($24,771+ fringe $6,226)) (50% Federal/50% County). This area failed the July
report card (see attached memo dated August 18, 2003). As a result, DSS is
under a corrective action plan. I am asking for an IMC III to be a lead worker
for this unit and to also carry a caseload. One worker was out on FML during
June, July, & August. A lead worker can supervise, implement policy, and
fill in when needed with managing caseloads. Current caseload size per worker:

Yadkin County430 cases

Davie411 cases

Stokes585 cases

Report Card for July ’03(Passing is 85%) PT=processed timely

Type of case

Stokes

Davie

Yadkin

MAF

66 cases/66% PT

60/100%

49/100%

MIC

30/80%

46/100%

48/97%

MPW

27/81%

16/100%

27/100%

Average PT

76% PT

100% PT

99% PT

With an additional worker, the projected caseload
would be: 522 cases.

Since 12/02, this agency has been
unable to process any of the(107)
fraud claims received. We average(15)
referrals per month.DSS is required to
operate a program for fraud prevention, detection, and investigation of
overpayments in the Food Stamp Program and the Work First Program (10NCAC49B,
Section .0608 & 7 CFR 273.18(a)) Since our cutbacks, DSS has been unable to
process these claims as staff have been devoting their time to establishing
eligibility for Food Stamp and Work First benefits. Stokes County retains a
percentage of overpayments collected, which offsets the cost of PI staff. Since
January 2003, DSS has received $15,145 in incentive payments.See attached letter dated August 20,2003
re: monitoring ofEPICS (fraud) claims.
See Fraud Collections FY ’02.

This area has two people assigned
to the telephone and reception area each day. We receive over 10,000 telephone
calls per month and over 1,000 people come in per month. The other (3) Office Support
workers are assigned to specific units. An additional worker is needed to be
assigned to the file room and act as a fill-in when staff go to lunch, take
vacation, and are out sick.Files must
be purged on regular intervals to make room for newer files. This person would
also be able to assist the Accounting Tech III with the extra duties she has
had to assume. We have had to pull the Human Resource Aide to do these duties,
which in turn took her away from assisting the Foster Care Unit.

This is our fastest growing
caseload. There has been a 24% increase in this caseload since last year.The current caseload is 1308 families. Each
worker serves 436 families. With (4) workers, the caseload would be reduced to
327. Surrounding counties average 253 cases per worker.

State requires that a SWS
III supervise no more than (5) social workers. Before the reduction-in-force,
DSS was meeting that standard.Currently, the Child Welfare SWS III supervises (9) social workers. She
is unable to work closely with these workers in the field, as she is needed in
the office to review and assign reports, staff cases, etc. If we are granted
the SWIII requested above, I am asking for this position so that we can comply
with State standards. This will allow DSS to better train our child welfare
workers, eventually improving our performance in this area. This will also help
with retention, as social workers will feel better prepared to handle this
tremendous responsibility.

This position is needed to
assist the Acct. Tech III. In order to maximize funding from the Federal and
State governments, accurate accounts of program expenditures must be
maintained. This worker will assist the Accounting Tech III.

County$113,976

9.Social
Worker I Work First ($22,902+ fringe $5,793)(2% Federal, 1% State,
97% County MOE) This worker will provide services to those in need of
employment and/or emergency services. The Work First Program has contributed to
a 72% decrease in the number of money payment cases since 1995.This worker will work closely with those
residents who need support and assistance in becoming and staying employed.

County $ 141,810

10.IM
Supervisor I ($24,771 + fringe $6,226) (53% Federal, 2%State, 45%
County). This person would supervise the Adult Medicaid Unit. Again, this is an
area in which the county could be liable for large sums of payback should
workers make errors. A supervisor could ensure compliance with state
regulations, monitor accuracy, train new workers, and ensure that the unit runs
efficiently.

This person would greatly
impact the ability of this unit to serve to citizens of Stokes County
timely.The area has seen an 11%
increase from last year at this time. This area is currently under corrective
action and with inexperienced workers, it will take several months for this
unit to be processing applications timely.

This person would supervise
all the Income Maintenance Programs. These programs include Food Stamps,
Medicaid, Low Income Energy Assistance, and Child Support. This position would
be able to monitor the programs to ensure that taxpayer’s money was being
utilized in the most efficient manner.

County $185,279

Director
Spencer noted that the County had recently received the July 2003 Report

Card which the agency failed by
not being able to process at least 85% of the Medicaid applications within the
45- day time frame.August Report Card
will be available later this week.

Commissioner Mabe moved to approve the motion to grant the
11.5 positions that was requested by Director Spencer which amounts to $185,279
County funding.

Commissioner Inman seconded the motion.

Chairman McHugh noted the Board’s recent approval to
reorganize DSS Staff by adding a Medicaid Income Maintenance Caseworker II,
reclassifying (2) IM Caseworker II to IM Caseworker III to be a lead worker in
Adult Medicaid and Family/Children’s

Medicaid. (Approved at the August 5th meeting)

DSS Spencer stated that the Social Services Board (which met
after the Commissioner’s Meeting) denied the reorganization of the DSS Staff
and requested additional staff due to the County receiving Hold Harmless
Funding.

The motion to grant the 11.5 positions that was requested by
Director Spencer which amounts to $185,279 County funding failed (2-3) with
Chairman McHugh, Vice Chairman John Turpin, and Commissioner Joe Turpin voting
against the motion.

GENERAL
GOVERNMENT – HEALTH DEPARTMENT – PHN II – ACCESS II

Chairman McHugh presented a request from Health Director
Steve Smith for an additional Public Health Nurse II position which would be
for the Access II System (Case Manager).This position which would enhance case management services for all

Medicaid patients in Stokes County would be totally funded
by the Access II System.

Commissioner Joe Turpin moved to approve the additional
Public Health Nurse II for the Access II System.Commissioner Mabe seconded and the motion carried (4-1) with
Commissioner Joe Turpin voting against the motion.

GENERAL
GOVERNMENT – HEALTH DEPARTMENT – HOME HEALTH– INTERIM SUPERVISOR

Health Director Steve Smith requested the approval to
increase PHN II Rebecca Warren’s salary to $39,500/annually.Ms. Warren is serving as Interim Supervisor
for Home Health due to absence of Home Health PHN Supervisor Kathy Amos-Minor
who is

currently out on Family Medical Leave.Director Smith stated there were lapsed
salaries funding for the additional amount requested.

Commissioner Mabe moved to approve the $39,500/annually for
Ms. Warren retroactive to the date that Ms. Warren assumed the Interim
Supervisor position.

Commissioner Inman seconded and the motion carried
unanimously.

GENERAL
GOVERNMENT – SOCIAL SERVICES – HCCBG IN HOME AIDE

DSS Director Jan Spencer requested additional funding of
$29,739 for HCCBG In Home Aide Program.Director Spencer noted that due to the reduced funding from the
requested $50,000 to $14,576, (8) eight clients currently being served by HCCBG
in Home

Aide would be terminated in October.

Commissioner Mabe noted that these services help keep
clients from being placed in nursing homes which is much more expensive for the
County’s share of the Medicaid program.

Chairman McHugh noted that HCCBG funding provides Home
Delivered Meals to citizens of the County.

Chairman McHugh, with full support of the Board, agreed to
work with the Finance

Director to seek funding for requested $29,739 for HCCBG In
Home Aide Program.

GENERAL
GOVERNMENT – STOKES COUNTY TOURISM COUNCIL – APPOINTMENTS

Chairman McHugh entertained a motion to appoint Ron Simmons
– Farmers’ CoOp-King and Tom New-Forest Games, Danbury to serve on the Stokes
County Tourism Council.Mr. Simmons and
Mr. New were nominated at the August 25th meeting.

Vice Chairman John Turpin moved to appoint Ron Simmons –
Farmers’ CoOp-King and Tom New-Forest Games, Danbury to serve on the Stokes
County Tourism Council.

Commissioner Joe Turpin seconded and the motion carried
unanimously.

Chairman McHugh nominated Keith Robertson – Hemlock Golf
Course-Walnut Cove to serve on the Stokes County Tourism Council.Mr. Robertson can be considered at the
September 22rd meeting.

A
day to mourn, reflect and rededicate ourselves to ending terrorism in
commemoration

of
the anniversary of the terrorist attacks and the heroism that ensued; and be it
further

RESOLVED, that we as citizens
dedicate our time, talents, and energy to lift one another

up and foster a new level of understanding
and awareness.Let us honor the memory
of

all those who died by being of service to one
another and by building the “stronger, more

perfect
union” our founding fathers called for.

FURTHERMORE, The Stokes County Board
of Commissioners invite all county

employees
and citizens to join us around the flagpole in front of the courthouse at 12:00
noon

on
September 11th for a moment of prayer, reflection and remembrance.

Adopted
this 8th day of September 2003.

_________________________________

Sandy
McHugh, Chairman

________________________________

Darlene
Bullins, Clerk to the Board

Chairman McHugh moved to approve the Always Remember 9-11 Day
Resolution.

Commissioner Inman seconded and the motion carried
unanimously.

Chairman McHugh invited County employees and citizens to
join the Board around the flagpole in front of the courthouse at 12:00 noon on
September 11th for a moment of prayer, reflection, and remembrance.

Chairman McHugh moved to recess the meeting for a
five-minute break.

Chairman McHugh called the meeting back to order.

GENERAL
GOVERNMENT – CLOSED SESSION

Chairman McHugh moved to enter closed session to consider
the performance, and condition of appointment of an individual public employee
pursuant to G.S. 143-318.11 and to consult with the county attorney retained by
the County in order to preserve the attorney-

client privilege for discussion of a possible judicial
action pursuant to N.C.G.S. 143-318.11.

Vice Chairman John Turpin seconded and the motion carried
unanimously.

Chairman McHugh called the meeting back to order.

The Board returned to the regular meeting of September 8th.

GENERAL
GOVERNMENT–GOVERNING BODY – HOLIDAY SCHEDULE –2004

Clerk to the Board Darlene Bullins presented the following
Holiday Schedule for 2004 for the Board’s consideration:

HolidayDay
of WeekDate

New Year’s DayThursdayJanuary
1, 2004

Martin Luther King, Jr. DayMondayJanuary 19, 2004

Good FridayFridayApril
9, 2004

Memorial DayMondayMay
31, 2004

Independence DayMondayJuly
5, 2004

Labor DayMondaySeptember
6, 2004

Veterans DayThursdayNovember
11, 2004

ThanksgivingThursdayNovember
25, 2004

FridayNovember
26, 2004

ChristmasFridayDecember
24, 2004

MondayDecember
27, 2004

Floating Holiday-(1) day to be used by employees during the calendar
year of 2004 upon approval of supervisor.Can’t be carried over to year 2005.

Vice Chairman John Turpin moved to approve the 2004 Holiday
Schedule as submitted.

Commissioner Inman seconded and the motion carried
unanimously.

GENERAL
GOVERNMENT-EMERGENCY MANAGEMENT - BUDGET AMENDMENT#12

Finance Director Julia Edwards requested the approval of
Budget Amendment #12 which is necessary to appropriate funds from a Citizen
Corps Grant for training, laptop computer, manuals, and notebooks for volunteers
to be trained in case of a natural disaster.

Chairman McHugh entertained a motion to approve Budget
Amendment #12.

Commissioner Mabe moved to approve Budget Amendment
#12.

Commissioner Inman seconded and the motion carried
unanimously.

GRANT FUND

INCREASE

DECREASE

REVENUES

CC Development
Grant

203.3301.010

$(2,500.00)

EXPENDITURES

Emergency
Management

Departmental
Supplies

203.4330.260

$284.00

Travel

203.4330.310

$200.00

Misc.
Contractual Services

203.4330.440

$300.00

Equipment-Non
Capitalized

203.4330.511

$1,716.00

GENERAL
GOVERNMENT-SHERIFF’S DEPT - BUDGET AMENDMENT#13

Finance Director Julia Edwards requested the approval of
Budget Amendment #13 which is necessary to appropriate insurance claims for
repairs due to accidents.

Finance Director Julia Edwards requested the approval of
Budget Amendment #15 which is necessary to appropriate funds from insurance
claims for repairs to an ambulance, purchase head light aimers, training manuals,
and transmissions.

Chairman McHugh entertained a motion to approve Budget
Amendment #15.

Commissioner Mabe moved to approve Budget Amendment
#15.

Commissioner Joe Turpin seconded and the motion carried
unanimously.

GENERAL FUND

INCREASE

DECREASE

REVENUES

Insurance Claims

100.3839.850

$(10,036.00)

EXPENDITURES

Vehicle
Maintenance

Departmental
Supplies

100.4250.260

$575.00

Maint. &
Repairs Auto

100.4250.351

$1,695.00

Emergency
Medical Services

Maint. &
Repairs Auto

100.4370.351

$7,766.00

GENERAL
GOVERNMENT-ADMINISTRATION/FINANCE/TAX-BUDGET AMENDMENT#16

Finance Director Julia Edwards requested the approval of
Budget Amendment #16 which is necessary to transfer funds to purchase three
laptop computers, 4 personal computers, one monitor, and one printer.